Resource Management - Team Communication is Essential

Teamwork requires a planning process in which all team members should be involved and contribute. The entire project team must not only understand that each and every team member needs to recognize the importance and impact of effective communication on the overall project, but also that they know each of them has a role and is responsible for making it happen. The team must also know the benefits they will reap upon communicating, the methods that will be deployed and how to overcome any potential challenges.

Communication is at the core of project success, which is why the project manager spends an inordinate amount of time communicating with the various project constituents. Think of it like this. Communication represents the links that bind all the project pieces together. Together, everyone involved with the project enjoys its success, or together everyone fails. It’s a win-win or lose-lose. There is no in-between. The root word, “team,” connotes “togetherness,” which when combined with “communication,” results in success. That is how “teamwork” works. Software, such as Teamwork Project Management Software is helpful for effective collaboration and efficient communication among team members.

The benefits of communicating are enumerable. Effective stakeholder management is crucial in order for the benefits to be experienced. It also helps to build team synergy that results in productive, collaborative efforts which lead to successful completion of projects. “Synergy” is a key word, here. It simply refers to working together for greater affect. The final outcome of a system is greater than the sum of its parts.

Team members more freely express their ideas, thoughts and opinions, thus presenting additional opportunities for innovation, creativity and unbiased contribution. Messages to be communicated become simplified as opposed to becoming more complicated when there is effective communication. Chances for misunderstandings are minimized, if not altogether eliminated. Focus remains on the project, completing tasks and activities, and whatever effort is necessary in the best interest of the project.

Team communication requires common goals and that everyone is on the same page. Effective communication can be accomplished in various ways. Some common ways to communicate include:

• Employing agreed-upon methods of communicating, such as a Communications Management Matrix;
• Keeping the message relevant, concise and simple;
• Employing project status and team meetings;
• Using project status reports;
• Impromptu meetings (especially in order to prevent unnecessary delays);
• Fostering an environment that is conducive to communicating;
• Allowing some flexibility when needed (and is not detrimental to the project); and
• Encouraging one another to communicate.

In situations where there is uncertainty as to what should be communicated or how it should be communicated, opt to do what is in the best interest of the project, and thus the project team.

For additional insight pertaining to communications and how to develop a communications plan, read "Elements of a Communication Plan: Creating a Communications Plan."

See my Sample Communications Management Matrix for a depiction of a communications matrix.